Personal Assistant to Two Deputy Directors within the Judicial and Legal Services Policy Directorate - ( Ref : 90305 )

Job summary

Please refer to job description

Job description

Personal Assistant to Two Deputy Directors

EO

Judicial and Legal Services Policy Directorate

The Judicial and Legal Services Policy Directorate is recruiting permanently for EO and Personal Assistant. This campaign is being run externally and so is open to all who consider themselves suitable for the roles and meet the eligibility criteria in the wider advert within Civil Service Jobs.�

Location:

Successful candidates will have the option to be based at one of the following locations:

102 Petty France, London 5 Wellington Place, Leeds

Occasional travel between the two locations may be required.

In order for Policy Group to meet its evolving business needs all Policy Group staff are expected to attend their base location 102 Petty France at least 2 days a week. This hybrid working arrangement is not contractual and as a result staff could be asked to attend their base location more frequently.�

Ways of Working

At the MoJ we believe and promote alternative ways of working, these roles are available as:

Full-time, part-time or the option to job share Flexible working patterns Flexible working arrangements between base locations, MoJ Hubs and home.

If we receive applications from more suitable candidates than we have vacancies for at this time, we may hold suitable applicants on a reserve list for 12 months, and future vacancies requiring the same skills and experience could be offered to candidates on the reserve list without a new competition.

Salary

New entrants to the Civil Service will be expected to join on the minimum of the pay range.�

If you are already a civil servant and are successful in an external recruitment�competition for a role with us, your starting pay will be the better of:

promotion terms or transfer terms, as appropriate; or pay on appointment arrangements (minimum of pay range)

The Ministry of Justice (MoJ)

MOJ is one of the largest government departments, employing over 90,000 people (including those in the Probation Service), with a budget of approximately � billion. Each year, millions of people use our services across the UK - including at 500 courts and tribunals, and 133 prisons in England and Wales.

Further information can be found at�

The Work of Judicial and Legal Services Policy Directorate

JLSP is part of MoJ�s Policy and Strategy Group. We are responsible (1) for supporting the Lord Chancellor to fulfil her responsibilities in respect of the judiciary and (2) for the department�s sponsorship of the legal services sector.

Personal Assistant - the role

You will work in a fast-paced and exciting environment where you will need to anticipate and resolve issues, prioritise competing demands and successfully support your Senior Leaders so they are able to deliver their responsibilities. Primarily by managing both diaries, OneNote, providing administrative support as well as a range of business support functions within the Directorate Support team. �

Key responsibilities include, but are not limited to:

Management of the two Senior Leaders diaries and inboxes, including arranging all internal and external meetings and travel, proactively dealing with conflicting engagements and finding ways of resolving competing priorities Ensuring the Senior Leaders� time is effectively organised and prioritised and maintain a balance of meetings and desk time. Ensuring all meeting papers/materials etc are in relevant folders in the inbox or printed, ensuring he/she has all relevant material sufficiently in advance of meetings Confidently and accurately relaying the views and opinions of your Senior Leaders and other staff within the Directorate Co-ordinate away-days, and events for the team. Undertaking duties and tasks as assigned by Senior Leaders. Building and maintaining excellent relations with other PAs across MoJ and externally, and with other staff within the Directorate and wider MoJ Tracking and completing administrative tasks for onboarding and offboarding of staff g. ordering laptops, adding/removing to distribution lists and proactively communicating staffing changes within the divisions to the Directorate Support Team Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently. Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary. Assisting the Head of Office and Business Manager with any ad hoc tasks administrative support.

This list is not exhaustive, and the role and responsibilities will develop over time.

Skills and Experience

Essential:

Proficient in Outlook, Word, Excel, PowerPoint, OneNote and MS Teams Excellent oral and written communication skills Excellent organisational, time management and task management skills Ability to be proactive and forward plan Highly resilient and takes �can do� attitude to resolving issues Can work well within a team and alone, promoting diversity, inclusion and equality of opportunity, respecting difference, and other people�s experiences. Recognises the importance of discretion, tact and diplomacy in managing sensitive, personal, and confidential matters. Shows good judgement and approach to situations, tasks and problems who can work with minimal supervision

Desirable:

Experience of providing PA/administrative support to Senior Leaders Familiar with Business Support functions

Candidates applying from HMPPS should note that the Ministry of Justice does not have the same conditions of employment as HMPPS. It is the candidate�s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.

The MoJ is proud to be Level 3 Disability Confident. Disability Confident is the approach through which we offer guaranteed interviews for all people with disabilities meeting the minimum criteria for the advertised role as set out in the job description.

Application process

You will be assessed against the�.

You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own.

Experience

You will be asked to provide a CV during the application process in order to assess any demonstrable experience, career history and achievements that are relevant to the role.

Behaviours

During the application process you will be asked to provide an example of how you have met the following behaviours (see Annex A for more information):

Delivering at Pace Communicating and Influencing Working Together

Please also refer to the CS Behaviours framework for more details at this grade:

Should we receive a large number of applications, we will sift primarily on the lead behaviour of Delivering at Pace. Successful applicants will then be invited to an interview, testing both behaviours and strengths.

Candidates invited to Interview

Please note that interviews will be carried out virtually via MS Teams. �

During the panel interview, you will be asked behaviour-based questions to explore in detail what you are capable of, and strengths-based questions to also explore what you enjoy, and your motivations relevant to the job role.

There is no expectation or requirement for you to prepare for the strengths-based questions in advance of the interview, though you may find it helpful to spend some time reflecting on what you enjoy doing and what you do well.

You can refer to the CS Strengths dictionary for more details:��

Interviews are expected to take place October 2024.

Contact information��

Please do get in touch if you would like to know more about the role or what it is like working in our team. Amy Leihal ()������

Annex A - The STAR method�

Using the STAR method can help you give examples of relevant experience that you have. It allows you to set the scene, show what you did, and how you did it, and explain the overall outcome.

Situation�- Describe the situation you found yourself in. You must describe a specific event or situation. Be sure to give enough detail for the job holder to understand.

Where are you? Who was there with you? What had happened?

Task�- The job holder will want to understand what you tried to achieve from the situation you found yourself in.

What was the task that you had to complete and why? What did you have to achieve?

Actions�- What did you do? The job holder will be looking for information on what you did, how you did it and why. Keep the focus on you. What specific steps did you take and what was your contribution? Remember to include how you did it, and the behaviours you used. Try to use �I� rather than �we� to explain your actions that lead to the result. Be careful not to take credit for something that you did not do.

Results�- Don�t be shy about taking credit for your behaviour. Quote specific facts and figures. Explain how the outcome benefitted the organisation or your area. Make the outcomes easily understandable.

What results did the actions produce? What did you achieve through your actions and did you meet your goals? Was it a successful outcome? If not, what did you learn from the experience?

Keep the situation and task parts brief. Concentrate on the action and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. Make sure you focus on your strengths.

Person specification

Please refer to job description

Behaviours

We'll assess you against these behaviours during the selection process:

Delivering at Pace Communicating and Influencing Working Together

Benefits

Alongside your salary of �27,223, Ministry of Justice contributes �7,886 towards you being a member of the Civil Service Defined Benefit Pension scheme. Access to learning and developmentA working environment that supports a range of flexible working options to enhance your work life balanceA working culture which encourages inclusion and diversityA with an average employer contribution of 27%Annual LeavePublic HolidaysSeason Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: